Secretary - Coordinator Special Education

Secretary – Coordinator for Special Education

Starting Date: Immediately

• Reports To: Coordinator
• Duty Days: 238
• Wage/Hour Status: Non‑Exempt
• Pay Grade: AS02

• College hours, high school diploma or GED
• Knowledge of the file management system
• Successful work experience in a school setting preferred
• Excellent typing, word‑processing and file maintenance skills
• Ability to create forms, data/reports, charts, graphs, brochures and flyers
• Excellent organization, communication, and interpersonal skills
• General office management, budget, accounting, bookkeeping, and computer skills
• Excellent telephone and public‑relation skills
• Excellent spelling and grammar skills
• Knowledgeable of general office machines
• Ability to work with people
• Ability to keep information confidentially

Provide secretarial support and office management to the Coordinators.

• Type correspondence; memos, forms, agendas, and reports, etc.
• Coordinate communications with department personnel.
• Greet and assist visitors and district personnel.
• Receive, process, and distribute mail.
• Establish file systems and keep all files orderly and current.
• Maintain inventory and order office supplies; receive, distribute, and record all supplies received from warehouse requisitions, maintenance or purchase orders.
• Answer telephones, take messages, transfer calls, and maintain online calendars.
• Coordinate paperwork for Extended School Year (ESY) as needed for the Coordinator – collect student folders, prepare enrollment list, prepare, and collect staff contracts, prepare staff budget, collect and enter weekly time logs for payment and maintain ESY budget.
• Assist with operation of the Special Education Department such as completing reports, data collection and other related assignments, including those related to ESY.
• Communicate and coordinate with the Maintenance Department and campus staff for the drop‑off and delivery of ESY materials.
• Maintain and monitor CPI and TBSI certifications and trainings for campus staff.
• Maintain and monitor transportation forms throughout the year for Community‑Based Instruction (CBI), Work‑Based Learning (WBL), trips and for ESY.
• Organize staff development and department meetings.
• Create and maintain training sessions, rosters; reserve training rooms; copy materials; secure room set‑up, and technology needs.
• Provide secretarial support to Coordinators and Program Specialist(s) for Special Education programs.
• Maintain assigned budgets.
• Design graphics as needed.
• Maintain team‑leader agendas, campus‑required training documents, surveys and department data.
• Assist department with PEIMS data entry and verification.
• Maintain binders of IDEA‑B Stimulus project documentation and changes of materials.
• Maintain calendars of Coordinators and Program Specialists for campus staffing and ARD meetings.
• Maintain campus requests for support, specialized program class lists, and document support provided to campuses by District special education staff.
• Coordinate and consult with District staff in regard to paperwork for incoming students who require specialized Special Education services and supports.
• Assist department with TSDS data entry and verification.
• Input and manage computerized attendance program for identified department personnel.
• Perform other duties as assigned.
• Other SHARS duties as assigned.
• Provide personal care as identified in applicable student IEPs.

Personal computer, calculator, printer, copier, and fax machine.

Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer.

Full‑time

• High school or trade school degree preferred.
• Citizenship, residency or work visa required.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.